Temporary Facilities Coordinator

Job description / Role

Reporting to the Director of Facilities the position is responsible for coordinating Facilities Management (FM) services to ensure that all service requests are directed appropriately, and in a prompt and efficient manner. This position is also responsible for providing administrative and secretarial support to both the Facilities Office, and the Environmental Health & Safety (EHS) Office.

MAJOR RESPONSIBILITIES
- Acts as the initial point of contact for FM for both external and internal clients. Receives visitors and telephone calls to the FM Office, informs the FM Director of priority issues daily. Develops and maintains a filing system; provides word processing, spreadsheets and presentation software services. Provides Security with details of VIP visitors and ensures VIPs are not delayed when arriving at WCMC-Q. Provides first line management for all Office Assistants, monitors performance and ensures all planned and unplanned absences are covered.
- Regularly reviews FM and EHS Operating Procedures and Policies, prepares a draft for any amendments required. Frequently updates the FM Hand Over log to ensure all FM activities are recorded. Composes draft correspondence for FM and EHS Directors.
- Prepares and records reports for EHS Director, maintains a register of safety tests and test results. Assists the EHS Director with the filing and recording of safety records. Arranges and organizes meetings, prepares materials, records and transcribes minutes of meetings. Enters safety data into spreadsheets and databases.
- Prepares and logs shopping cart for FM and EHS Purchases on SAP system. Reviews invoices with goods received, liaises with purchasing staff for payment. Prepares reimbursement claims in accordance with WCMC-Q procedures, reviews claims for accuracy and presents to FM Director for approval.
- Maintains key register for the facility and record the issue and return of keys to staff and faculty. Supervises and logs the use of technical documentation. Maintains drawing files and records drawings taken by staff member.
- Processes requests from Faculty, Staff and students for ID Badges and VAPs. Maintains register/data-base and programs ID Cards on the Lenel system. Prepares monthly Lenel reports for the FM Director and highlights any security related issues to FM Director. Reviews expiry dates weekly/monthly and prepares a list for the FM Director. Maintain an adequate stock of Visitor cards and maintain a register of visitor cards issued/returned.
- Organizes and manages the FM Helpdesk service. Screens, logs and prioritizes incoming mail, e-mail, telephone massages and appointments. Ensures that mail is sorted and distributed several times per day. Acts as the WCMC-Q Focal Point for Vehicle access permits system.
- Maintains the electronic calendar and ensures that the daily schedules are communicated to the appropriate persons. Makes travel arrangements for the Departmental Directors. Co-ordinates and records all FM leave requests, advises FM Director of any conflicting leave requests. Ensures adequate cross training in Secretarial and Administration skills is undertaken to cover all absences.
- Other related and similar duties as may be required from time to time. Forwards Security Staff details of Visitor and Vendors attending the Facility. FM Focal Point with QF HSSE and FM Coordination of resident Security Personnel. (Maintain WCMCQ QF HSSE Emergency contact list, record and distribute QF HSSE Notifications, coordinate and oversee resident Security staff).
- Pantry Office Assistant Management: liaise between office assistants, their manager, and end-users, to discuss service quality and direct assistants general activities. Manages the consumable stock levels and provides timely ordering from central stores In cooperation with FM technical service personnel as necessary, ensure all pantry assets and equipment are included in the FM asset register, and maintained in a safe and serviceable condition. Shall act as focal point for divisional end-user enquiries and concerns in relation to the office assistants service. Work closely with FM helpdesk to generate monthly reports as required by the department.
- Performs other related duties as assigned.

Requirements

- High School diploma or equivalent certification, Higher or A level English as a minimum.
- 3 or more years related administrative experience in the support of senior level personnel.
- Experience with cross-cultural working environments preferred.
- Basic level proficiency in word processing, spreadsheets and presentation software.
- Advanced organizational, administrative, team player and interpersonal skills.
- Advanced and efficient and customer responsive

About the Company

Founded in 1898 and affiliated with what is now New York - Presbyterian Hospital (NYPH) since 1927, Weill Cornell Medicine-Qatar (WCM-Q) is one of the top-ranked clinical and medical research centers in the U.S. It is committed to excellence in research, teaching and patient care, and the advancement of the art and science of medicine.

In addition to the degree in medicine, Weill Cornell offers PhD programs in biomedical research and education at the Weill Graduate School of Medical Sciences; a joint MD-MBA program with Cornell's Johnson School of Management; and a joint MD-PhD program with Rockefeller University and Sloan-Kettering Institute.